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To comply with new paid time off policies the following changes have been made to the electronic reporting systems.

There are now only 3 options for reporting time to the program (non-billable to clients). The options are Administrative Time, Unplanned Time Off, and Planned Time Off.

Use the appropriate task code when reporting non-billable time based on the following:

Administrative Time (Must be approved by Program Manager/Administrator)

· Staff meetings

· All staff meetings

· Training

· Bereavement leave

· Jury Duty

· Non-billable time in the program as directed by supervisor

Unplanned Time Off (two hour notice required -must speak to a supervisor, must be approved by Program Manager/Administrator, medical and/or other documentation may be required, blackout dates apply)

Sick days

Personal Leave

Planned Time Off (two week notice required, must be approved by Program Director, blackout dates apply)

Vacation

Employees may no longer take UNPAID leave without special permission in advance from Human Resources. Employees must have available, appropriate and approved leave time available to take time off from work. Unapproved unpaid leave results in disciplinary action up to and including termination.

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Comments are now forced when reporting but...

What should I type in the "Comments" box?

Here are the requirements and samples

Task Code

Comment Guideline

Example

1000 *

Any information requiring follow up or N/A

Only 2 days of meds left

Mother called and wants a meeting

N/A (typical comment) *

1099

Results of the phone call

Reminded Joe to take his meds

Talked to Joe about Monday's meeting

1001 *

Any information requiring follow up or N/A

N/A (typical comment) *

2000

The names of the places visited in the community

Wal-Mart, McDonald's

Arrow Bowling and Pizza Hut

4000

Time of day, number of prompts given and the results of the safety drill

3 prompts given and he went to the safe place

Watched safety video with 1 prompt

5000

The number of prompts given and the training outcome

1 prompt given and she completed her laundry

3 prompts given and he helped clean his room

7000 *

Any information requiring follow up or N/A

Completed inventory

N/A (typical comment)

9000

The appointment type, the Doctor's name and any needed follow up

Dentist, Dr. Morco, Next Appt. May 12th 2:00pm

Annual phisical, Dr. Myers, new meds ordered

* You may only use N/A when reporting the 1000, 1001 or 7000 task codes. The good news is that N/A will typically be the comment for these codes!

N/A means that there is nothing to report that requires follow up by the manager or another employee. By using the "N/A Comment" you are saying that everything is fine.

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